Throughout your career, there is a high likelihood that you will decline a job interview. This can be due to many reasons discussed below.
When a hiring manager invites you to engage in an interview process, your decision will determine the next steps. If you accept the interview offer, these next steps are fairly straightforward: you respond to the invitation, prepare for it, and then attend the interview. However, when you decline a job interview, things will understandably be different.
This article will cover essential tips for respectfully declining a job interview, ensuring you leave a positive impression without burning bridges.
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Here are some reasons you may have for declining an interview:
It is possible to politely decline the interview invite without burning bridges – and, if you want to be considered for other open positions, to share that. This will keep the doors open for future opportunities.
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Here are some tips to effectively decline a job interview:
Declining an interview opportunity is likely a no-take-back situation. Ensure you've given careful consideration. Don't waste the hiring manager's time.
Taking too much time could make you look unprofessional. Hiring managers will want to know whether you fit into their schedule because they need to reach out to more job seekers. Respond quickly and in a timely manner, ideally within 24 hours. This allows them to move forward with other candidates.
Your professionalism is what made you marketable during the job search process, so be sure to maintain it even when declining an interview. Maintain a respectful tone as you state your reasons.
Honesty helps maintain transparency and integrity. That being said, state your reasons for declining the interview request without getting into too much detail. For example, "Thank you for the opportunity but I am happy at my current position."
Even though you don't want to work in the company, you should show appreciation to the hiring manager or your primary contact for the opportunity offered. If you make any future job applications to the company, they will remember you as one of their promising potential candidates for this role.
Proofreading is essential. Ensure your message is error-free and conveys your professionalism and respect for the employer. This demonstrates your attention to detail.
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It is important to avoid unprofessionalism when declining a job interview.
Maintaining a courteous approach preserves goodwill and potentially opens doors to future opportunities with the company.
Here are a few things to avoid:
Avoid waiting too long to decline the interview. Promptly communicate your decision to the employer to show respect for their time and to allow them to make other arrangements.
Avoid ambiguous and vague language when turning down an interview. Don't just say "I'm not interested." Instead, clearly state valid reasons and give a sincere response.
For example, "Thank you for the opportunity. I wanted to let you know that I recently accepted another offer...."
Avoid making criticism or negative comments due to your perception of the company name or the job description. Rather, express your appreciation and keep any additional comments to yourself. Negativity may damage your reputation moving forward.
Failing to proofread your communication can lead to errors and may convey a lack of attention to detail. Always review your message before sending it.
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Whether you choose to decline via email or phone, having templates to navigate this situation can be helpful.
Here are a few sample email templates:
Subject Line: Thank you for the opportunity.
Dear [Interviewer's Name],
Thank you for extending the invitation to interview for the [Job title] position at [company name]. Due to some changes in my personal life, I am unable to accept the interview offer at this time. I appreciate your understanding and hope to have the opportunity to connect again in the future.
Best regards,
[Your Name]
Subject Line: Thank you for the opportunity.
Dear [Interviewer's time],
I appreciate the invitation to interview for the [Job Title] position at [company name]. At the moment I am unable to continue with the interview process because of some unforeseen family circumstances. I sincerely appreciate the chance offered and understanding.
I hope we can stay in touch for any future opportunities that may arise.
Best regards.
[Your Name]
Subject Line: Thank you for the opportunity.
Dear [Hiring manager's Name],
Thank you for the interview invitation for the [Job Title] position at [Company Name]. After careful thought and consideration, I have chosen not to move on with the interview process because of the job offer's location. The location position does not align with my professional and personal circumstances.
I appreciate your understanding and hope we can stay connected for future opportunities.
Best regards,
[Your Name]
Subject Line: Thank you for the opportunity.
Dear [Hiring manager],
I appreciate the opportunity to interview at [Company Name] for the [Job Title] position. I have decided not to proceed with the interview process because the compensation package does not align with my financial goals.
I appreciate your consideration and hope to keep in touch for future job opportunities that better align with my salary requirements.
Best Regards,
[Your Name]
Subject Line: Thank you for the opportunity.
Dear [Interviewer's Name],
I appreciate that [Company Name] is considering me for an interview for the [Job Title] position. After some consideration, I have pursued another opportunity that more closely aligns with my career path and goals. However, I would like to recommend a colleague, [Colleague name], who I think would be a good fit for this role. [Colleague Name] has [brief description of experience and qualifications]. You can access their Linkedin profile here: [insert or embed link].
Thank you for the opportunity and I hope the referral is the right candidate for the job.
Best regards,
[Your Name]
There are times when you decide to respectfully decline a job interview invitation through the phone.
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If you are looking for an alternative method to decline a job interview request, a phone call to the hiring manager can help. It adds that personal touch and shows them that you value their effort to reach out.
Here is a script you can use:
First of all, introduce yourself:
"Hello, [Interviewer's Name], this is [Your Name]."
The Message:
"I appreciate you offering an interview opportunity for the [Job Title] role. I wanted to inform you that at this moment, I have decided to accept another job offer. It's my dream job and it aligns with my professional goals. I appreciate the opportunity and your consideration."
Conclude:
"I hope that we can stay in touch for future opportunities. Thank you again and have a good day."
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As a growth-minded individual, it is common to get many job offers and you will need to decline some of these. You may even get offers when you are not in a job search or even thinking about a new job.
Professionally declining an interview involves gratitude, maintaining positive relationships, and clear communication. Whether through email or a phone call, these tips and templates will be helpful when you politely decline an interview with job candidates.
Remember to avoid common mistakes, be respectful, and leave the door open for future interviews.
